1. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 Contractor Accreditation Process--Italy Dorothea Christeson Senior Italy Analyst dorothea.h.christeson.ln@mail.mil http://www.eur.army.mil/g1/content/CPD/docper/docper_italyOps.html DSN Tel: 537-1572 COM Tel: 0611-143-537-1572 USAREUR, G1, CPD ATTN: AEPE-CD UNIT 29351 BOX 99 APO AE 09014-9351 USAREUR, G1, CPDHQ USAREUR ATTN: G1-CPD ODCS DOCPER (AEPE-CD) UNIT 29351 BOX 99 LUCIUS D. CLAY KASERNE 65205 WIESBADEN-ERBENHEIM OFFICIAL BUSINESS

2. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 2 History of Technical Representative (TR) and Civilian Personnel (CP) in Italy Definitions: TR and CP Benefits of TR/CP accreditation Basics of the TR/CP accreditation process Other residency issues Education/Experience Requirements for TRs and CPs Required contract/applicant information Importance of the Mission Soggiorno Forms of ID cards Agenda

3. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 3 Before 2004: − Various CONUS commands issued Letters of Authorization or Invitational Travel Orders directing contractors and others to Italy − Italian consulates imposed various requirements for granting the “missione visa” The Problem: Italy-wide, nobody knew who, what, where, when, why or how many of these people were in country US Sending State Office (USSSO) in the Embassy in Rome took control of the “missione visa” process in 2004 − The USSSO realized that it was THE ONE OFFICE that had the most need to know − No capability to answer questions re “Technical Representatives” (TRs) or “civilian personnel” from Italian authorities − USEUCOM Policy Memorandum 04-04 grants USSSO the key decision- making role, and charges DOCPER to conduct the processing, on behalf of USSSO, for all defense agencies in Italy DOCPER functions as the “front office/back office” for USSSO History -- Contractor Accreditation in Italy

4. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 4 Controlling Access First, “cordon off” Italy to control the influx of contractors and others Second, make sure that all ID card facilities know the rules: No NATO SOFA status for contractors and other “Civilian Personnel” unless they have documentation from USSSO and DOCPER. HOW DO YOU CONTROL ENTRY OF CONTRACTORS AND OTHER “CIVILIAN PERSONNEL” COMING INTO ITALY? HOW? USSSO worked with MFA to ensure Italian consulates followed one simple rule: No USSSO memorandum, no “missione visa”

5. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 What is a Tech Rep? From the 1995 Shell Agreement: Technical representatives of firms having special relationship with USF, when they come to Italy for other than temporary visits. From the Tri-component Directive: Possess high degree of skill/ knowledge in order to complete complex or scientific tasks, acquired through higher education or a long period of training/experience. The definition of a TR is broader than “Technical Experts” (Germany). The definition also includes: Troop Care service providers (doctors, dentists, etc.) Analytical Support service providers 5

6. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 What are Civilian Personnel? “Civilian Personnel” (CP) Closely affiliated with the United States Armed Forces and under their authority, but not employed directly by them, and not included in the Civilian component. From the Tri-component Directive: Civilian Personnel (CP) may be treated similarly as members of the civilian component for purposes of individual logistical support. CPs include: bank and credit union employees university employees religious activity resource personnel members of certain service organizations. 6

7. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 7 The definitions of TR/CP do not include: Sales representatives (e.g. Military Car Sales Program employees) General administrative or clerical personnel Warehouse personnel Personnel in any position that does not require significant experience, training, or education Who is not a TR or CP?

8. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 8 TRs and CPs have legal status in Italy as accompanying the force Passport with “mission visa” Permission to reside and work (“mission soggiorno”) TRs and CPs have privileges similar to military members & DOD civilian employees, i.e., vehicle registration, gas coupons, PX/commissary No Italian income taxes No Italian residency permit issues Certain legal protections Saves DoD money Accreditation as TR or CP is Important

9. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 Starting the Accreditation Process WHEN? As soon as a DoD organization wants someone to provide TR or CP services DOCPER always starts with the contract DOCPER always works with the Contracting Officer’s Representative (COR) for that contract The accreditation process MUST be completed before the individuals arrive in Italy Contracted employees cannot legally enter Italy to perform work until they have received a mission visa A mission visa is obtained at the Italian Consulate which is closest to the individual’s home of record The Italian Consulate will not issue a mission visa to a contracted employee unless they have an accreditation letter from the USSSO through DOCPER 9

10. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 10 Contract Approval 1. COR provides copy of their COR designation letter or memo to DOCPER 2. DOCPER provides the COR with LOGIN access to the DOCPER Contractor Online Processing System (DCOPS) 3. COR provides DOCPER with contract information and documentation through DCOPS Upload the executed contract document Provide contract information (the vendor, the vendor representative (called the Program Manager, or PM), position locations Upload the executed contract document Upload the PWS or SOW Upload the job description(s) which articulate duties and minimum education/experience requirements 4. Contract approved. NOTE: Only the COR can make formal submissions to DOCPER

11. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 11 After contract approval: 1. COR generates DCOPS login for each applicant − Applicant provides information necessary to determine if the applicant is qualified and not “ordinarily resident” in Italy − Upload his/her resume (entire work history, locations) − Upload applicant’s offer letter or employment verification letter as signed by a company representative − Upload the Approved job description (same JD uploaded at contract staqe) − Upload the Passport Picture page 2. COR reviews for accuracy and submits application for review 3. RENEWALS: − Notify DOCPER Italy Team with the applicant’s name, and e-mail address − DOCPER generates a login for the applicant and sets the status to: “Currently a TR needs soggiorno/ID Card renewal” − Applicant updates the application, uploads all required documents (ESPECIALLY, current or expiring mission Soggiorno), submits to COR − COR reviews for accuracy and submits application for review − DOCPER reviews the application and provide a new DOCPER Accreditation Letter, new ID card as appropriate Applicant Approval

12. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 Standards for Accrediting TRs and CPs TRs: Is the job sufficiently complex, requiring a high degree of skill/ knowledge? (SOW, JD) Is the person a US citizen and qualified? A bachelor’s degree in a related field OR; An associate’s degree in a related field plus 4 years specialized experience OR; At least 8 years of specialized experience and a High School diploma Is the individual NOT “ordinarily resident”? CPs: Is the job/position necessary for the functioning of an organization closely affiliated with the US Forces Is the person a US citizen, and NOT “ordinarily resident”? [NOTE: CPs have no education/experience requirement] 12

13. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 What is meant by “ordinarily resident?” Under the Tri-Component Directive, an individual is determined to be ordinarily resident in Italy when: They have resided in Italy for more than 90 days without any affiliation with the US Forces They have resided in Italy for more than 90 days and: They have registered as a residente in the town where residing or; They have taken other affirmative steps to avail themselves of permanent resident benefits such as registering to vote, applying for unemployment benefits in Italy, obtaining employment papers, registration with the Italian national health care system, etc. They have resided in Italy for any period of time under a soggiorno other than per missione 13

14. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 14 There is no provision in Italy to allow short-term or temporary personnel (in Italy less than 90 days) to be accredited as TRs or CPs. [NOTE: Contractors can work in Italy on TDY for up to 90 days without issue] There’s no set time-frame for “losing” OR status. There must be clear evidence that the individual left Italy with a clear intent of establishing a permanent residence outside of Italy Leaving Italy for a short period is not sufficient Totality of evidence (HHG & family moved, paying taxes in US, etc.) The USSSO (through DOCPER) would require supporting documentation Other Residency Issues

15. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 15 Accreditation Documentation USSSO memo to Italian consulate for “missione visa” DOCPER memo authorizing “soggiorno” DOCPER-issued document authorizing ID card

16. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 16 Mission visa in tourist passport = permission to enter Mission Soggiorno = permission to stay Take DOCPER accreditation letter to the Questura Liaison Office on base within 8 days of arrival When a contractor employee terminates employment in Italy, return the Soggiorno to the base Questura Liaison Office Keep your Mission Soggiorno up-to-date If more than 60 days out of date, DO NOT expect that it will be renewed DOCPER will not intervene with the base Questura Liaison Office if the contractor employee has not practiced due diligence in keeping the Soggiorno up-to-date Importance of Mission Soggiorno

17. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 17 Kinds of ID Cards Issued

18. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 18 Who Gets a CAC?

19. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 19 Who gets a DD 2765 or other ID? These organizations generally employ volunteers, not professional staff.

20. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 20 Bilateral Infrastructure Agreement (Classified) Shell Agreement Tri-component Directive Civilian Personnel Annex All the above can be found at: USSSO Web site http://italy.usembassy.gov/ DOCPER Website: http://www.eur.army.mil/g1/content/CPD/docper.html Background Information

21. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 21 QUESTIONS ?

22. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 22 A bilateral agreement between the Ministry of Defense in Italy and the US Department of Defense Provides broad guidance regarding NATO SOFA status for members of the US Forces in Italy, members of the Civilian Component, and other Civilian Personnel, including broad definitions of the types of benefits to be provided to individuals who enjoy NATO SOFA status Provides broad definitions of Civilian Component, Civilian Personnel, and Technical Representatives Provides the legal basis for policies, practices, and procedures for the granting of status under NATO SOFA to individuals that are members of, or are supporting, the US Forces in Italy The Shell Agreement of 1995

23. Army Strong! Strong Europe! UNCLASSIFIED DOCPER Training – 5 Mar 2015 23 COMUSNAVEUR INSTRUCTION No. 5840.2E, USAREUR REGULATION No. 550-32, USAFE INSTRUCTION, No. 36-101, or the Tri-Component Directive for Italy on Personal Property, Rationed Goods, Motor Vehicles and Drivers’ Licenses, Civilian Component and Technical Representative Status This directive promulgates the DoD Country Regulations for Italy concerning Civilian Personnel (CP) and Technical Representative (TR) status Provides for the special treatment (status) of the stationing forces and those civilians supporting the forces, including TRs and other CPs authorized Individual Logistical Support (ILS) − Customs exemptions − Commissary and Exchange − POL Coupons − POV Registration − US Forces drivers licenses − Exemption from Italian taxes The Tri Component Directive